Specialist – Regional Sourcing & Procurement

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Duties & responsibilities

What this job involves:

• The Specialist provides end-to-end sourcing and procurement support across JLLs APAC Sourcing & Procurement function spanning strategic sourcing RFx execution vendor compliance contract administration vendor data management and reporting for facilities management services across commercial and retail client portfolios. This role combines hands-on tender leadership with rigorous analytical and documentation support acting as an extension of the onshore team across multiple markets and time zones.

Key Responsibilities:

Strategic Sourcing Tender & RFx Management

• Lead and execute end-to-end tender/RFx processes (RFI RFQ RFP) through Jaggaer for FM service categories including cleaning security maintenance MEF waste management and specialized trades
• Develop tender documentation including scope of works specifications evaluation criteria and commercial terms
• Distribute tender documents to vendor lists and manage supplier communications using standard protocols
• Track vendor responses chase submissions and maintain response-rate dashboards
• Conduct market research and analysis including desktop research industry benchmarking and market trend tracking to inform sourcing strategies and supplier selection
• Compile vendor submissions into standardized comparison matrices pricing summaries and commercial recommendations
• Manage tender/RFx timelines milestone tracking and structured evaluation frameworks
• Coordinate tender briefings site visits and supplier Q&A sessions
• Support award communications and supplier debriefs with constructive feedback
• Support feasibility studies by compiling data inputs for financial modelling

Vendor Compliance & Risk Management

• Manage vendor compliance programs including insurance licensing HSSE modern slavery and regulatory requirements across APAC markets
• Conduct annual vendor compliance audits quarterly high-risk vendor reviews and vendor profile completeness audits flagging missing documentation or expired certifications
• Perform proactive monthly monitoring of insurances expiring within 3 months chase renewals and update systems (e.g. Corrigo)
• Verify Public & Product Liability coverage (minimum $20M) and Workers Compensation compliance
• Manage labour hire licences specialist trade licences and industry certifications with centralized tracking
• Monitor Aravo questionnaire completion and HSSE documentation
• Conduct supplier due diligence including financial viability assessments reference checks and capability evaluations
• Maintain vendor risk scoring models and escalate critical compliance issues promptly
• Process vendor registration requests in Jaggaer and Aravo coordinating with compliance teams
• Track vendor prequalification status and coordinate missing documentation collection

Vendor Onboarding Data & Performance Management

• Manage vendor onboarding during transitions and BAU operations including Jaggaer setup Aravo registration and compliance documentation
• Create project codes client registrations and user access provisioning
• Maintain vendor master data accuracy across procurement platforms (contact details capabilities certifications)
• Generate vendor performance data extracts from multiple systems for analysis
• Create vendor shortlisting matrices based on qualification criteria
• Produce quarterly supplier performance scorecards across quality service delivery compliance safety and commercial metrics
• Conduct vendor performance analysis and prepare materials for business reviews
• Manage annual rate card reviews and adjustments aligned with market conditions
• Resolve vendor escalations within defined SLAs (24-48 hours for critical issues)
• Support supplier development initiatives by maintaining training records and capability assessment data
• Maintain positive supplier relationships through professional communication and issue resolution

Contract Administration

• Upload and maintain contracts in Jaggaer with accurate metadata and milestone tracking
• Support the processing of contract amendments extensions and variations escalating for approval as required
• Maintain contract registers and renewal calendars with automated alerts (90/60/30-day notifications)
• Monitor contract performance track KPIs and ensure compliance with terms
• Support contract negotiation activities and document contract outcomes
• Maintain contract template libraries and standard clause repositories
• Ensure version control document quality and audit trail integrity

Documentation Reporting & Process Improvement

• Prepare RFx documentation packages including scope matrices pricing templates and evaluation criteria
• Maintain sourcing project trackers with milestones deliverables and stakeholder action items
• Generate procurement reports including spend analysis savings tracking vendor performance summaries RFx pipeline and compliance dashboards
• Maintain organized filing systems knowledge repositories and data quality across all platforms (Jaggaer Aravo Corrigo)
• Create standardized presentation materials summarizing vendor responses for review meetings
• Compile lessons learned documentation from completed sourcing projects Respond to internal procurement requests within defined SLAs
• Support invoice processing queries and financial administration coordination Develop and maintain SOPs process documentation workflow diagrams and training materials
• Identify process automation and efficiency improvement opportunities; document manual process bottlenecks
• Create and maintain vendor trackers for multiple countries using standard templates
• Perform data quality checks and system integrity audits
• Maintain a sourcing knowledge base with FAQs best practices and troubleshooting guides

Stakeholder Collaboration

• Provide expert advice to the APAC S&P team on procurement strategies market intelligence and supplier capabilities
• Prepare high-quality meeting materials presentations and briefing papers Communicate sourcing decisions risks and recommendations clearly to stakeholders at all levels
• Coordinate vendor meetings and quarterly business reviews
• Maintain proactive communication with onshore teams and respond promptly to requests
• Build trusted advisor relationships through consistent delivery and professionalism

Performance objectives

Key Performance Indicators:

Sourcing & RFx Execution: Complete tenders/RFx on time with 5-15% cost savings where applicable; 95% on-time completion with 90% vendor response rates; zero material documentation errors

Compliance: 100% compliance on annual audits; 95% insurance/license renewal before expiry; zero critical breaches; 100% adherence to data security protocols and template standards

Operational Efficiency: Process COIs within 48-72 hours; process vendor registrations within 48-hour SLA with zero missing documentation; respond to requests within 4 business hours with 95% SLA adherence

Vendor Performance: Deliver quarterly scorecards within 10 business days; maintain 85% supplier satisfaction

Quality & Accuracy: Maintain 98% data accuracy across all systems vendor compilations and pricing matrices

Reporting Timeliness: 100% on-time delivery of scheduled reports

Stakeholder Satisfaction: Achieve 4.5/5 rating in feedback surveys through responsive service delivery

Process Improvement: Identify a minimum of 3 documented process improvements annually with measurable efficiency gains

Key skills

Core Competencies

Commercial acumen: cost modeling pricing analysis financial evaluation total cost of ownership

Analytical thinking: interpret complex data identify trends generate actionable insights

Contract negotiation support: contribute to favorable commercial outcomes while managing risk

Risk assessment: supplier evaluation compliance monitoring mitigation planning

Stakeholder management: build relationships influence outcomes communicate effectively at all levels

Attention to detail: exceptional organizational skills managing multiple complex projects

Self-direction: proactive independent worker requiring minimal supervision

Adaptability: thrive in fast-paced ambiguous situations; manage change effectively

Technical Skills

• Advanced MS Excel: financial modeling pivot tables VLOOKUP/XLOOKUP data analysis charting

• Procurement platform experience: Jaggaer strongly preferred (or similar: Ariba Coupa Aravo SAP Ariba)

• CAFM systems familiarity: Corrigo or similar (Maximo Archibus ServiceNow) advantageous

• Data compilation and normalization with strong attention to detail

• Market research capabilities using online databases and public sources

• Financial literacy understanding pricing structures and TCO concepts

• Strong database management with attention to data integrity

• MS Office Suite proficiency (Word PowerPoint SharePoint Teams Outlook)

Communication & Coordination

• Professional English fluency written and verbal for vendor correspondence reporting and stakeholder calls

• Stakeholder management across multiple time zones and cultures

• Escalation judgment knowing when to involve onshore specialists

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Organizational Skills

• Multi-project management handling multiple sourcing/RFx processes simultaneously

• Deadline management with proactive communication on risks

• Documentation discipline organized file structures and version control

• Independent work capability in an offshore environment

Behavioral Attributes

Client focus: deliver service excellence; anticipate needs; exceed expectations

Accountability: take ownership and follow through on commitments

Sense of urgency: prioritize effectively; meet deadlines without compromising quality

Collaboration: work effectively across time zones cultures and teams

Integrity: maintain confidentiality and ethical standards; act as trusted advisor

Continuous improvement: seek process enhancements; embrace innovation

Sounds like you

To apply you need to have:

Required Experience

• 2-5 years of experience in procurement strategic sourcing sourcing support/coordination RFx management or vendor management with demonstrable results
• Experience with tender/RFx processes including vendor engagement and response management
• Facilities management procurement experience/exposure (cleaning security maintenance trades) advantageous
• Demonstrated Excel and data analysis skills in a procurement or business operations context
• Experience managing multiple client accounts or competing priorities
• Offshore/BPO experience with understanding of SLA-driven remote work environments (preferred)
• Professional English fluency written and verbal

Educational Background

• Bachelors degree in Business Commerce Supply Chain Management Procurement or related field
• Procurement or sourcing coursework/certification demonstrating foundational knowledge (preferred)

Industry Knowledge

• Understanding of sourcing methodologies including competitive tendering supplier evaluation and category management principles
• Exposure to facilities/integrated facilities management services advantageous but not mandatory

Technical Requirements

• Proficiency in Microsoft Office Suite (advanced Excel Word PowerPoint SharePoint Teams Outlook)
• Procurement/e-sourcing platform experience (Jaggaer preferred or similar: Ariba Coupa Aravo SAP Ariba)
• Database management fundamentals with understanding of data integrity principles

Desirable Qualifications

• Professional procurement certification (CIPS CPSM CPPB) or working towards certification
• Experience in commercial real estate property management or integrated facilities management
• Knowledge of APAC procurement practices and market dynamics
• Experience working in shared services or offshore delivery models
• Agile project management methodology knowledge
• Power BI or Tableau experience for dashboard development

Continuous learning mindset with willingness to develop procurement expertise

What we can do for you:

At JLL we make sure that you become the best version of yourself by helping you realise your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program competitive pay and benefits package.

Apply today!

Location:

If this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were interested in getting to know you and what you bring to the table!

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